Virtual Event Coordinator

Seasons Events • Other • Pretoria, Gauteng, South Africa • $200 - $300 / year • 6d ago

Are you passionate about event planning and looking to support exciting, dynamic experiences from behind the scenes? Seasons Events is seeking a highly organized and proactive Virtual Event Coordinator to join our team and play a key role in delivering memorable events. In this position, you'll assist with a wide range of tasks, from venue sourcing and artist management to on-site logistics and post-event reporting. You’ll work closely with vendors, promoters, and the internal team to ensure events run smoothly and exceed expectations. If you’re detail-oriented, enjoy multitasking, and thrive in a fast-paced environment, we’d love to hear from you!

Key Responsibilities:

Event Planning Support:
- Assist in the planning and execution of market events, including logistics, vendor coordination, and attendee management.
- Maintain event schedules and timelines to ensure all tasks are completed on time.
Venue Sourcing:
- Research and identify suitable venues for events, considering capacity, location, and amenities.
- Negotiate contracts and terms with venue owners to secure the best options for events under our supervision.
Artist and Talent Management:
- Find and engage artists, performers, and speakers for events, ensuring alignment with the event theme and audience.
- Negotiate contracts and manage communication with artists and their representatives.
Promoter Engagement:
- Build and maintain relationships with event promoters to enhance event visibility and attendance.
- Collaborate with promoters on marketing strategies and promotional activities.
Quote Procurement:
- Obtain quotes from various vendors, suppliers, and service providers (e.g., catering, audio-visual, decorations) to assist in budget planning.
- Evaluate and compare quotes to ensure cost-effectiveness and quality.
Communication:
- Serve as the primary point of contact for on the ground team.
- Prepare and distribute event materials, including invitations, programs, and promotional content.
Database Management:
- Maintain and update databases for participants, vendors, artists, and other stakeholders.
- Track event registrations and payments, ensuring accurate record-keeping.
Marketing Assistance:
- Support marketing initiatives through social media management, email campaigns, and content creation.
- Collaborate with the marketing team to develop promotional materials.
Financial Administration:
- Assist in budget preparation and monitoring, including tracking expenses and revenue for events.
- Process invoices and payments in a timely manner.
On-Site Event Management:
- Help coordinate on-site logistics during events, including setup, registration, and breakdown.
- Ensure that all event materials and equipment are in place and functioning properly.
Reporting:
- Compile post-event reports, including feedback and suggestions for improvement.
- Analyze event performance metrics to inform future planning.
General Administrative Support:
- Perform general office duties, including filing, answering phones, and managing correspondence.
- Assist with scheduling meetings and maintaining calendars for the events team.
Networking and Relationship Building:
- Attend industry events and networking functions to build relationships with potential vendors, artists, and partners.
- Stay informed about industry trends and best practices to enhance event offerings.
Logistical Coordination:
- Oversee transportation arrangements for artists, vendors, and equipment as needed.
- Ensure compliance with local regulations and permits related to events.
Feedback and Improvement:
- Gather and analyze feedback from attendees and stakeholders to identify areas for improvement.
- Propose innovative ideas to enhance future events.
NPO Support:
- Assist in organizing and coordinating events and initiatives for the company’s Non-Profit Organization (NPO).
- Help with outreach, fundraising activities, and community engagement efforts.
- Support the Foundation team with administrative tasks, event planning, and communication to promote the mission and goals of the organization.

Qualifications:

Education: Bachelor’s degree in Business Administration, Event Management, or a related field.
Experience: Previous experience in event planning or administrative support is preferred.
Skills:
- Strong organizational and multitasking abilities.
- Excellent communication and interpersonal skills.
- Proficient in Microsoft Office Suite and event management software.
- Knowledge of social media platforms for marketing purposes.

Personal Attributes: